CITY OF SURPRISE
Community & Recreation Services
ADVISORY BOARD
Minutes
February 17, 2009 / 6:30 PM
Surprise Community and Recreation Services
15960 N Bullard
SURPRISE, ARIZONA 85374
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CALL TO
ORDER: delayed until quorum achieved at 6:40pm
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A.
Roll Call
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CRS Advisory
Board: Wayne
Turner-Chairman, Ron Jensen Vice-Chair, Lou Provenzano, Mary Lou Youngblood,
Mike Hawkins, Mike Brown
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Teen Advisory
Board Ex-Officio Member: None
Present
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CRS Dept.: Mark Coronado-Director, Melissa
Miller, Tara Combs, Dan Lundberg, Dana
Garr
B.
Approval of
Community & Recreation Services Minutes of December 9, 2008 Meeting
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Motion to approve
the minutes of December 9, 2008
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Motion – Mary Lou
Youngblood
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2nd – Lou
Provenzano
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Approved - 6
approved / 0 Nays / 0 Abstentions
A.
Chairman Report –
No Report
B.
Advisory Board
Member Report – No Report
C. Community & Recreation
Services Staff Report
a. Spring Training – We are on
the cusp of a record season with 33 games scheduled from February thru April
because of the World Cup. We have big expectations to fulfill with last year’s
record 4 million dollar gross revenue season. We are feeling the impact of the
economy and Dodgers and Indians locating to the valley. Ticket sales are down
by 12%, but we are still tracking well. We’re looking for a good walk-up. Our
sponsorship sales are actually up which is unusual with a lot of others still
holding billboard space, we are at 100% capacity and have gotten creative to
offer additional opportunities.
b. Fed Cup – By all accounts it was a
success. We had the President of USTA here who brought with her tremendous
influence. The Tennis facility was applauded as being state-of-the art and well
thought of. FedCup said that with all of their experiences abroad; in Europe,
South America, the United States and Canada, that they would rate this in the
Top 10. Additionally, they would like to discuss the possibility of expanding
the Tennis Stadium and being a partner in that. The Tennis facility is
becoming a 12month economic driver.
c. Sports & Recreation – We are
running all programs as usual, with numbers down approximately 10%.
Scholarship requests have increased 17-20% and staff has been doing their best
to not say no to anyone. We are gearing up for summer programs as well. SIC
is doing well and we are not losing there with participation numbers flat.
d. Financials – As we move into the
seventh month, we are tracking overall revenues and expenditures at about 55%
so we are right on track and feel we will meet the City Manager’s expectations.
Comments – Marylou Youngblood
commented that FedCup was a top notch event and questioned what others besides
CTCA will be coming that will be revenue generating for the City? Mr. Coronado
shared that the Tennis complex does not go unused on weekends and during good
weather. The Women’s Pro Circuit is also being held this month, Seniors will
be coming with about 400-500 participants, the collegiate nationals and for
2010 we are negotiating an equal type of event. USTA comes to us about a year
out and plans their events in two year cycles. Our challenge is to make
crucial decisions about the economic impact of these events which you will see
during the budget update portion of tonight’s meeting. The challenge is to
prove to City Management and Council that we have to host the non-lucrative as
well as the lucrative events to stay at the top of USTA’s list of preferred
facilities. We’re projecting the two fall events to have an economic impact of
$1-1.5 million. Our challenge as we bring people from across the country to
stay for a week is a lack of an economic infrastructure. Our surveys show that
the facility is great, but there is nothing to do and that visitors are tired
of the chain establishments. Carrabas and Paradise Bakery report that when we
have an event, their business is up 15-20%. We are talking to the USTA about a
Seniors event that may impact the CTCA in that the CTCA purse is $250,000 and
the event we hope to bring on would have a $1million dollar purse. We’re happy
to provide a calendar of upcoming events at the facility and can report that
approximately 30-35% of the visitors are from out of town. Ms. Youngblood
shared that she noticed that when she attended these events, many people were
from out of town and asked how we track event attendance and asked if tracked
by zip code. Staff shared that we track via Ticketmaster reports and economic
impact surveys. Mr. Jensen complimented staff for doing such a great job with
FedCup despite being in the midst of planning for Spring Training and the
budget cycle.
REGULAR AGENDA ITEMS
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Item 1 –
YMCA Memorandum of Understanding Approved
Mr. Turner
opened by calling to the public for comments. None were presented. Mr.
Coronado requested this item be tabled until the next meeting due to an
upcoming meeting with the City Manager, Assistant City Manager and Mr. George
Scobas to discuss joint programming without duplication of services. Motion
to table until the next meeting by Ron Jensen. Seconded by Ms. Youngblood. 6
ayes/0 nays/0 abstentions. Motion carried.
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Item 2 –
Dysart Intergovernmental Agreement Approved
Assistant
City Manager Doug Sandstrom attended this evenings meeting and was asked to
overview results of a School District Governing Board meeting he recently
attended in which the board was to overview and perhaps vote on modifying the
IGA. Dr. Kellis, Mr. Coronado, and Mr. Sandstrom have been striving to work
towards what is best for the community. Surprise City Council direction has
been to wait until the school board is unified on their position regarding
the IGA and then hold a joint meeting. Operational issues are being worked
regarding third party operations and City staff is working one-on-one with the
school administration on one level and the school board on another
philosophical level. No official decision or action has been made. Mr.
Coronado overviewed the history of the IGA and the purpose of the agreement.
The City believes the issue to be about priority use and recognizing and
honoring the City for the commitment we’ve made over the years. There is a
lot of work to do and the school board should be honored for recognizing that
and for their continued good faith efforts. Mark Brown commented that he
served on the board for a couple of years and will need to excuse himself
from voting/commenting on items related to this issue. Mr. Turner stated his
time in Surprise precedes Mark’s and that he and his family regularly
participate in programs. He wholeheartedly hopes we can work this out. Ms.
Youngblood advised it would be a great thing if we could work this out and
that any future agreements need to be very cut and dry so both entities and
their successors know each other’s position. Mr. Coronado advised those were
good points and that philosophies have changed over the years but the
document has not. We look to the Board bodies to come together in the best
interest of the community so both thrive and we are not splintered and can
streamline the agreement with clarity. Mr. Sandstrom and Mr. Kellis will
meet administratively to keep the lines of communication open. Motion made
by Ms. Youngblood to support the city management’s process regarding the
renegotiation of the IGA. 5 ayes/0 nays/1 abstention (Mr. Hawkins). Motion
Carried.
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Item 3 Budget
Update Approved
Mr.
Coronado overviewed Community and Recreation Services efforts to reduce its
budget by 5% for the remaining FY2009 and efforts that are being explored
present a balanced budget thru FY2010. Some creative solutions may be to bus
kids from Hollyhock Pool and close the pool for the season. Staff will bring
recommendations as we move forward. A special meeting will be called prior
to any change of services. Ms. Youngblood asked if there was any thought to
decreasing aquatics salaries. Mr. Coronado shared that we aren’t the highest
or lowest paid but that it costs more money to recruit new employees than it
does to pay them a livable wage and retain them. A preferred method would be
to reduce operating hours. Ms. Youngblood asked how City Hall and the Fire
stations fall under the care of CRS. Mr. Coronado explained that long term
these may transition to Public Works – especially if contracted. However, at
this time they fall under the same contractor that handles our parks and open
spaces. Mr. Jensen made a motion to approve the budget as presented.
Seconded by Ms. Youngblood. 6 ayes/0 nays/ 0 abstentions. Motion Carried.
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Item 4 Capital
Improvement and General Obligation Bond Potential Projects Approved
Mr.
Coronado advised the list of projects presented to the GO Bond committee
followed the guidance of the 2020 General Plan and recently adopted Parks and
Recreation Master Plan for adding new inventory, maintaining and revitalizing
existing inventory, and developing the infrastructure to support the
inventory. Ms. Youngblood asked if the list of potential projects was
prioritized. Mr. Coronado advised that it was not yet prioritized, but
several items were cut, which reduced the overall number by $70million. We
hope the list will be prioritized after the public process. Ms. Youngblood
asked how the facilities were priced – specifically the soccer/multipurpose
sports complex. Mr. Coronado advised that it is calculated at a full build
out, at total acreage price based on comparative facilities. Mr. Provenzano,
who is also a Bond Committee representative, shared that the priority will be
to decide if holding a bond process is timely. The City is visionary even in
recessionary times. Mr. Coronado shared that the Rio Vista development in
Peoria was built in three phases and took a couple of runs on the bond trail
and over ten years to become a reality. These projects could take five to
fifteen years as well. Our challenge is the operating costs associated with
running and maintaining once built. Mr. Brown asked about a consolidation of
certain projects. Mr. Coronado advised this to be a final list. However,
there are many opportunities to master plan and enter into agreements and to
scale back a project. Motion made by Ms. Youngblood to accept the list of
projects as presented. Seconded by Mr. Provenzano. 6 ayes/0 nays/0
abstentions. Motion carried.
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Item 5 Accept
Name of Community Park at Asante as Asante Veteran’s Memorial Park
Approved
Mr.
Coronado provided an overview of the park, its location and amenities, and
history of the project. There is an agreement in place for the development
to be responsible for the landscape maintenance until 2012. Currently, the
district has a school operating and the YMCA is exploring the potential to
provide services in 3-5 years. Lennar has requested to rename the park and
staff has no objections. Mr. Brown asked if there was a possibility to name
ball fields our boulevards after particular individuals. Mr. Coronado
advised there was a lot of potential and that a dedication is scheduled in
late April in time for Memorial Day. Motion to accept the name of the
community park at Asante as “Asante Veterans Memorial Park” made by Ms.
Youngblood. Seconded by Mr. Jensen. 6 ayes/0 nays/0 abstentions. Motion
carried.
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Item 6 CRS
Board Meeting
Time
Approved
Members
dialoged regarding the current versus proposed meeting time. Some have a
challenge due to work obligations to make the regularly scheduled time of
6pm. City staff advised they were here to serve and did not have a
preference, however to be cognizant that a later time may minimize the
public’s input due to family obligations in the evening. Mr. Turner agreed
that not inconveniencing the public needs to be a consideration. Motion to
change the regular meeting time to 6:30pm made by Ms. Youngblood. Seconded
by Mr. Brown. 6 ayes/0 nays/0 abstentions. Motion carried.
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OPEN CALL TO THE PUBLIC – No comments
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DISCUSSION: The next meeting tentatively
slated for April 14 at 6:30pm
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ADJOURNMENT:
7:44pm
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__________________________________
Mark
Coronado, Director
ATTEST:
__________________________________
Dana
Garr, Analyst
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CERTIFICATION:
I, Dana Garr, Analyst for the
City of Surprise Community and Recreation Services Department, Maricopa
County, Arizona, do hereby verify that these are the true and correct minutes
of the Recreation Advisory Board meeting held on February 17, 2009. ____________________________________
Dana Garr, Analyst
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POSTED:
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TIME:
Linda
Stevens, Deputy City Clerk
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